Automating the records, recalls and reminders of a multi-site clinic
A clinic with several sites ran on a medical-records system and a separate scheduling and messaging system. Skofi built Make automation that mirrors the records into Airtable, runs patient recalls and appointment reminders, and keeps the two systems in step.
- reusable flows
- 5
- scenarios, six switched on
- 12
- operations, mostly the nightly mirror
- 74,418
The organisation
The clinic works across several sites. Its clinical activity lives in a medical-records system; appointments, bookings and patient messaging live in a separate scheduling system; and the staff who run follow-up and recall work in Airtable, where they can shape lists and rules for themselves.
The gaps between those three are where work was being lost: nobody could build a recall list from the records, reminders depended on the calendar being read correctly, and each patient's journey crossed systems that did not talk to each other.
Skofi's job was to connect them. The scenarios run in Make, and no patient information appears on this site. Each flow has its own page, because most would apply, as they are, to another clinic or to any appointment-based business.
What we built
- 01
Nightly records mirror
Mirrors each day's records into Airtable, with a narrower copy for the follow-up team.
3 scenarios · read the flow - 02
Recall loop
Recalls patients who are due a check, logs every message and records who replied or booked.
4 scenarios · read the flow - 03
Appointment reminders
Reminds every patient booked for tomorrow, at each site, without double-messaging.
2 scenarios · read the flow - 04
Result-ready notices
Tells a patient a result is ready, only once it has been verified.
1 scenario · read the flow - 05
Appointment sync
Copies tomorrow's appointments from the records system into the scheduling system.
2 scenarios · read the flow
The outcome
Five flows and 12 scenarios, six of them switched on and six built but off, with 446 runs and 74,418 operations in Make's counters, most of the operations in the nightly mirror, which fans every visit out into dozens of lookups.
The mirror has run 16 nights in a row without a failure. The recall and the two appointment-reminder passes are live and logging every message.
Eleven errors in all, six of them manual tests on one day and three at the mirror's first request to the records system, from which the next night recovered. Recent scheduled runs are all successful.
Where it stops
Half the scenarios are built but switched off: the appointment sync, the result notification and the medication batch tools. None of the scenarios checks consent or opt-out itself, and none has an error route beyond Make's default. This page draws only on complete builds: an earlier series of preventive-care reminders and several follow-up prototypes were never connected through to sending, and a live birthday message that still carries orphaned modules is also not described.
Built with
- Make.com
- Airtable
- Google Sheets
- Webhooks
- HTTP API
- Make data store
Page copy drafted with AI assistance. Skofi is accountable for it. Editorial policy
Run a business like this one?
The flows above are reusable. A short call is the fastest way to find out which of them fits yours.
What happens on the call
- 15 minutes, no deck
- We map the process on the call
- A written scope, or an honest no